Law Library Operations Coordinator

Chapman University Careers•Irvine, CA

About The Position

Reporting to the Law Library Director, the Law Library Operations Coordinator supports the day-to-day business operations of the Darling Law Library, ensuring that its financial, administrative, and procedural functions run efficiently and reliably. The position oversees library expenditures, accounting, and financial tracking and reporting, while ensuring compliance with applicable policies and procedures. It develops and maintains operational and procedural documentation, coordinates logistical support for law library programs and activities, and provides operations support to the Director and library departments. The Coordinator also supports acquisitions and collection maintenance.

Requirements

Bachelor’s degree, or an equivalent combination of education and experience.
Proficiency with Microsoft Office (Word, Excel, Outlook, and PowerPoint).
Proven ability to track expenditures through activity reports.
Strong service orientation and problem-solving skills.
Strong interpersonal skills to work with diverse groups at all organizational levels, both inside and outside the University.
Demonstrated writing skills and strong attention to detail; ability to produce clear, concise, accurate documentation.
Ability to independently prioritize tasks amid interruptions and fluctuating workload.
Ability to use tact and diplomacy.
Exceptional attention to detail and analytical skills.
Proven track record of maintaining confidentiality when working with sensitive or restricted information.

Responsibilities

Support process improvements to enhance operational efficiency and productivity.
Prepare statistical and financial reports for the Law Library Director.
Maintain the library’s annual calendar.
Retrieve, sort, and distribute library mail.
Provide circulation coverage as needed.
Manage processing and payment of law library invoices.
Monitor and reconcile library funds and purchase orders in PeopleSoft.
Assign fund codes, obtain payment authorizations, and send invoices to Accounts Payable.
Coordinate with counterparts in the School of Law and University Departments.
Maintain library invoice and financial records.
Prepare regular reports and analyses on the library’s collections and operations budgets.
Manage fiscal year-end accounting procedures, including fiscal year closing and opening.
Assist with University systems, including Concur and Canvas.
Update and maintain financial and account management documentation.
Monitor expenditures for monographs and other acquisitions, coordinating with university financial services as needed.
Monitor acquisitions of gifts-in-kind in consultation with the Law Library Director or designate.
Serve as the primary liaison on acquisitions and accounting issues.
Resolve payment problems and discrepancies.
Solve complex acquisitions and account issues.
Serve as backup for routine acquisitions and financial processing tasks.
Update and maintain documentation.
Perform other duties as assigned.